HomeMy WebLinkAbout4/3/2012 - RegularMINUTES OF A WORK SESSION AND REGULAR MEETING OF VINTON TOWN COUNCIL
HELD AT 4:00 P.M. ON TUESDAY, APRIL 3, 2012, IN THE COUNCIL CHAMBERS OF THE
VINTON MUNICIPAL BUILDING LOCATED AT 311 SOUTH POLLARD STREET, VINTON,
VIRGINIA.
MEMBERS PRESENT: Bradley E. Grose, Mayor
Carolyn D. Fidler, Vice Mayor
Robert R. Alike
Matthew S. Hare
William W. Nance
STAFF PRESENT: Christopher S. Lawrence, Town Manager
Susan N. Johnson, Town Clerk
Stephanie Dearing, Human Resources Director
Barry Thompson, Finance Director/Treasurer
Lijah Robinson, Accounting Manager
Gary Woodson, Public Works Director
Ben Cook, Police Chief
Consuella Caudill, Assistant Town Manager/ Economic
Development Director
Anita McMillan, Planning and Zoning Director
The Mayor called the work session to order at 4:00 p.m.
The presentation for the Finance Department was
moved to the beginning of the Work Session and Barry
Thompson, Finance Director/Treasurer began by
reviewing accomplishments of his department for the
past year. Several accomplishments highlighted were the
reorganization of the office and training on the ACS
software for key staff. He mentioned the re -sequencing of
the meter routes from five to three as well as putting radio -
read devices on 50 commercial meters which are in vaults.
A question was asked about the cost of the radio -read
devices and the response was $60 additional to each
meter. Mr. Thompson indicated he is talking with a vendor
to get the costs involved in possibly doing this for other
meters in the Town. All meters currently being installed or
replaced can be retrofitted to a new system. Mr.
Thompson mentioned he would research the matter further
and get some information back to Council at a later time.
Mr. Thompson then commented on the ACS conversion to
the SAAS that was completed in January. This allows
receipt of updates immediately, assistance with connectivity
issues and now provides a hot Spot for Disaster Recovery.
The goals for the department were reviewed with highlights -
on implementing a new credit card system for real estate
and personal property jointly with Roanoke County,
updating the existing credit card system for Utility Billing,
implementing an on-line Employee Resource Center and
developing Utility and Accounting Procedural manuals.
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sewer system, you risk coming under Consent Order and
tougher regulations by the DEQ.
Mr. Nance asked if Mr. Woodson could come back to
Council at a later time with a list prioritizing infrastructure
problems and the Mayor agreed and made comments. Mr.
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2.rnd the response was no. Capital investment needs for
FY13 to FY16 were reviewed, The Town Manager
reiterated the fact that there is no capital money in the Utility
Fund, but the needs are there. This goes back to setting
#riorities.
Council asked questions about the replacement of the
HVAC system at the Public Works building because the
funding was approved in this year's budget and they were
under the impression that the project was completed. The
Town Manager explained that the system has not been
replaced because the bids came back over the budgeted
amount. Spectrum is redesigning the specs and the project
is being adjusted and will go back out for bid. The system
is currently functioning, but it is not an efficient system.
The Mayor expressed his frustration over the fact that a lot
of the specs that are drawn up for the Town seem to get
overbid and that this HVAC System has not been installed.
The work session reconvened at 6:48 p.m. continuing
with the Public Works Department presentation and
further comments on the capital investment needs along
with projected capital needs for FY2014-2016, Mr.
Woodson then commented on asphalt pricing and the
history of street resurfacing in the Town. He made a
correction of the lane miles for this fiscal year from 1.9 to 1.
An overview was also given on the solid waste collected
from 2007 to 2012 and the recycling rate from 2004-2010.
A graph showing the Town's comparison in Solid Waste
Planning Units was shown as well as the number of Miss
Utility Tickets from 2007-2012. Mr. Woodson commented
on a graph showing waterline breaks over a seven-year
period. The Work Session was recessed to begin the
regular meeting.
The Mayor called the regular meeting to order at 7:05 Roll Call
p.m. The Town Clerk called the roll with Council Member
Altice, Council Member Hare, Council Member Nance, Vice
Mayor Fidler, and Mayor Grose present.
The Mayor welcomed those in attendance. After a
Moment of Silence, Vice Mayor Fidler led the Pledge of
Allegiance to the U.S. Flag.
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Mr. Nance made a motion to approve the consent Approved minutes of March 20,
agenda as presented; the motion was seconded by Vice 2012
Mayor Fidler and carried by the following vote, with all
members voting: Vote 5-0; Yeas (5) - Altice, Hare, Nance,
Fidler, Grose; Nays (0) - None.
The Mayor then read and presented a Proclamation to
Consuella Caudill in recognition of her seven years of
service to the Town as Assistant Town Manager, Interim
Town Manager and Economic Development Director and
extending best wishes in her future endeavors.
The next item on the agenda was a briefing on future
options for the Vinton Health Department Building.
After opening comments by the Town Manager, Consuella
Caudill began with a summary appraisal report that was
completed by Miller, Long & Associates, Inc. The summary
provided was a market area analysis based on comparable
properties on the sale side and on the rent side. The Town
currently has a lease with the Virginia Department of Health
for the lower level for a total annual rent of $19,22& It is
the broker's opinion that the net income of $43,566 could
be realized if both levels were rented. The Health
Department has requested some improvements in the
lower level relating to carpet replacement and paint, totaling
approximately $6,000.
Ms. Caudill then commented that the upper level is a
large space for the Town's current market, Some
consideration has been given to subdividing that area into
two distinct spaces which would be another option.
On the sales side, the broker did two different
approaches -an income capitalization approach and a
sales comparable approach. The income capitalization
approach was $495,000 if the property was put on the
market today and the sale comparable approach was
$510,000. The building and land together are currently
assessed by Roanoke County at $561,600.00. One item
of importance relating to the property is the fact that the
building is on one parcel, but the parking lot is on the
parcel with the Fire Department. The parking lot is
currently designated for use by the current tenant for staff
and customers.
Staff has reviewed several options such as renting the
upper level for another suitable tenant, enlisting the
services of a local real estate broker or preparing an RFP
for specific types of business that might have an interest
in the property. Also, it is important to keep in mind this
particular property and how it will fit into the overall
downtown revitalization project. With the sales approach,
there will be an immediate influx of cash, the Town will
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lose this asset and will risk the chance of losing the
current tenant because of the uncertainty.
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The next agenda item related to additional VDOT funds Adopted Resolution No. 1957
for highway streets maintenance. Mr. Nance made a appropriating the additional
motion to approve the Resolution appropriating an Highway Streets Maintenancle
additional $36,342 in Highway Streets Maintenance Funds Funds from VIDOT
as presented; the motion was seconded by Vice Mayor
Fidler and carried by the following roll call vote, with all
members voting: Vote 5-0; Yeas (5) - Altice, Hare, Nance,
Fidler, Grose; Nays (0) - None.
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to let Spectrum handle the project and he would feel more
comfortable asking Council for the funding if he knew they
were making a wise investment.
Vice Mayor Fidler asked if we let IES install the chiller,
how long would it take and the response was around nine
weeks. If Spectrum handles the project, there will be an
additional four to six weeks. Mr. Altice and the Mayor
indicated that if we are going to spend that amount of
money, we need to have a professional engineer look at
it. The Town Manager commented that we are going to
have to purchase some portable air conditioning units
until the new chiller is installed and some fans have
already been purchased. Doug Adams mentioned that
Tom Philpott, the Volunteer First Aid Chief managed
AEP's facilities for a number of years and he would be a
great resource for this project.
The Mayor again expressed thanks to Ms. Caudill and
mentioned the Senior Expo and the Lions Club banquet,
both at the War Memorial.
The Mayor commented on the 2012 VML Policy
Committee nominations, The following nominations
were made — Community & Economic Development —
Vice Mayor Fidler; Environmental Quality — Mayor Grose;
Finance — Mr. Hare; General Laws — Mr. Nance and
Transportation — Mr. Altice, The Town Manager indicated
that we will also put staff members on some of the
committees. Mr. Nance made a motion to accept the
nominations; the motion was seconded by Mr, Hare and
carried by the following vote, with all members voting: Vote
5-0; Yeas (5) - Altice, Hare, Nance, Fidler, Grose; Nays (0)
— None.
Mr. Nance moved that the regular meeting be
adjourned, the motion was seconded by Mr. Hare and
carried by the following vote, with all members voting: Vote
5-0; Yeas (5) - Altice, Hare, Nance, Fidler, Grose', Nays (0)
— None. The regular meeting was adjourned at 8.17 p.m.
The Work Session then continued with the Public
Works budget presentation. The Mayor started with
comments about water quality complaints indicating that
he still gets some, but is pleased to see the graph
showing a decrease since FY09. Mr. Woodson indicated
it would be helpful to for Public Works to be notified and
to record all complaints to track where the property is
located on a line, how close to a treatment source, and
the temperature at the time to try and create some
historical data. The Town Manager commented that
Public Works investigates every complaint they get, but a
lot of complaints are not verbalized. Mr. Hare asked
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about a more visible link on our website for citizens to
report water quality complaints and the Town Manager
commented we could look at the site. A graph showing
the wastewater line backups from FY07 was also shown
along with a history of the street resurfacing from FY05
and Mr. Woodson read a list of the streets to be paved
this year. The Mayor mentioned that the intersection of
Pollard and Lee could use some attention.
In closing Mr, Woodson indicated that the presentati-45
was based on basically a flat line budget for FY13 b
also was to bring to the attention of Council some maj
capital needs for the future and the need to prioriti
those needs and create a long range plan.
Mr. Nance indicated he would like to see priorities in
regard to capital outlays but also how the elimination of
the three positions also affects our ability to serve our
customers. Mr. Woodson commented on cross -training
and utilizing the resources we have, proper training and
retaining the key employees. The Mayor thanked Mr.
Woodson for his presentation and for his staff also
attending the meeting and supporting him as well as all of
Public Works for continuing to provide services to the
citizens with fewer employees and limited funds.
The Town Manager asked Mike Huffer to mention the
Regional Public Works Rodeo. Mr. Huffer commented
that the Rodeo began with the City of Roanoke and has
grown to include six localities along with the Water
Authority and the Resource Authority. The Rodeo will be
held on Tuesday, April 17 th at the Roanoke Civic Center
from 8 a . m . to I Noon.
The Town Clerk stated that the Town Attorney has
suggested an addition to the Memorandum of
Understanding to include an understanding about the
parking spaces at the back of the building,
AIROV
Bradley E. r6se, Mayor
Susan N. Johnson, ?wn Clerk
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